Hiring Process Workflow

SILVER HOME CARE - HIRING PROCESS WORKFLOW ═══════════════════════════════════════════════════════════════ STAGE 1: APPLICATION SUBMITTED ├─ Applicant completes JotForm application ├─ Drug test consent obtained on application └─ AUTO-SEND: "Application Received - We'll Reach Out" STAGE 2: PRE-SCREENING ├─ Manual review + phone screen (3 attempts) ├─ DOCUMENT: Pre-Screen Notes Form └─ OUTCOMES: ├─ Failed Contact (3 attempts) │ └─ SEND: "Unable to Reach You - Application Closed" ├─ Applicant Declines │ └─ NO ACTION (close quietly) └─ Pre-Screen Pass → Interview ├─ SEND: "Interview Invitation" └─ GENERATE: Interview Notes Form link STAGE 3: INTERVIEW ├─ Conduct interview ├─ Drug test scheduled/completed at interview ├─ DOCUMENT: Interview Notes Form (with checkboxes for additional requirements) └─ OUTCOMES: ├─ No-Show │ └─ SEND: "No-Show - Application Closed" ├─ Not Selected (we decline) │ └─ SEND: "Position Not Selected" ├─ Applicant Declines │ └─ NO ACTION (close quietly) └─ HIRED → Conditional Offer (Stage 4) STAGE 4: CONDITIONAL OFFER (HIRED!) ├─ AUTO-SEND EMAIL 1: Conditional Offer Package │ ├─ Conditional Offer of Employment letter │ ├─ Background Check Consent Form │ ├─ What's Next - Workforce portal links (I-9, W-4, Direct Deposit) │ ├─ Links to all required forms │ └─ Competency Training & Exam Access ├─ AUTO-SEND EMAIL 2: Additional Requirements (IF NEEDED) │ ├─ Only sends if boxes checked in interview form │ ├─ TB Test (instructions + locations) │ ├─ FBI Background Check (certain counties) │ ├─ Proof of Residency │ └─ Other conditional requirements └─ AUTO-SEND EMAIL 3: Reference Check Request └─ Sent to their 3 references WAITING PERIOD ├─ Background check clearance └─ Competency exam completion STAGE 5: ORIENTATION ├─ INTERNAL NOTIFICATION: "[Name] completed BG check + exam. Ready for orientation." ├─ YOU CHOOSE: In-Office OR Self-Directed └─ AUTO-SEND based on choice: ├─ IN-OFFICE: "Schedule Your In-Office Orientation" │ ├─ Scheduling link or date/time │ ├─ Office address & parking │ ├─ What to bring │ ├─ Duration estimate │ └─ Uniform info (provided free, option to purchase more) └─ SELF-DIRECTED: "Orientation Link & Welcome" ├─ Portal access ├─ Video/materials ├─ First day info └─ Contact for questions ═══════════════════════════════════════════════════════════════ DOCUMENTS/FORMS NEEDED (8 total): ✓ Application (JotForm) - CREATED ○ Pre-Screen Notes Form ○ Interview Notes Form (with TB, FBI, Residency checkboxes) ○ Conditional Offer Package (All-in-one: Offer + BG Consent + What's Next) ○ Additional Requirements Email (conditional) ○ Reference Check Form ○ Schedule In-Office Orientation Email ○ Orientation Link & Welcome Email (Self-Directed) EMAIL TEMPLATES NEEDED (10 total): ○ Application Received - We'll Reach Out ○ Unable to Reach You - Application Closed ○ Interview Invitation ○ No-Show - Application Closed ○ Position Not Selected ○ Conditional Offer Package (All-in-One) ○ Additional Requirements (conditional - TB, FBI, residency) ○ Reference Check Request ○ Schedule In-Office Orientation ○ Orientation Link & Welcome (Self-Directed) ═══════════════════════════════════════════════════════════════ PROCESS STRENGTHS: • Fully automated - no manual email sends • Legally compliant - proper consent, FCRA compliance • Candidate respect - everyone gets closure, no ghosting • Time efficient - scales without adding staff • Trackable - clear stages, data-driven improvements • Flexible - In-office OR self-directed orientation ═══════════════════════════════════════════════════════════════